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The right Planned Preventative Maintenance (PPM) strategy

Planned preventive maintenance (PPM) allows you to substantially reduce reactive maintenance and retain your buildings and assets at the desired level of quality. Planned preventive maintenance is either time-based or condition monitored.

Time-based preventive maintenance is based on a fixed execution frequency of activities that generates a calendar schedule. A time-based maintenance plan for an asset is based on a library with maintenance activities and their preset frequency of execution for that asset. These frequencies can be based on warranties, supplier instructions, legislation, or experience. For example, time-based maintenance would allow you to schedule the yearly inspection of your air-conditioner, along with its filter cleanings three times a year, and its filter replacement six times a year. However, time-based maintenance might be too late, causing reactive maintenance, since the actual condition of the asset is not taken into account. On the other hand, time-based maintenance might suggest an action too early, before necessary, if the asset is in better condition than expected.

Condition monitored preventive maintenance aims to predict when an asset might fail and prevent it from doing so by performing the right maintenance. Condition monitored maintenance applies to assets that can communicate their actual status in real-time to your maintenance system (IWMS, CAFM, CMMS), where threshold values and preset parameters forecast the type and timing of maintenance. This monitoring allows for just-in-time maintenance that minimizes costs and prevents asset failure and the resulting reactive maintenance. An example of condition monitored maintenance is a preset threshold for your heating installation. When the temperature of the installation exceeds this threshold value, a preventive maintenance activity is generated to avoid failure. A second example is when operating hours exceed a preset value, the next maintenance activity is automatically scheduled at the right time.

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Brochures | 03/09/2015
Brochure - Planon Maintenance Management

Planon’s Maintenance Management solution minimizes asset downtime and disruption by managing the entire lifecycle, from start of use, to ongoing management, to removal or sale of asset. 

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Articles & white papers | 04/13/2015
White Paper - How to maintain your maintenance

We all know exactly why, when, where, and how we maintain our car and for what costs. We make smart and well considered decisions in postponing, combining, or advancing maintenance based on our budget, the risk of engine failure, the projected lifecycle of the car, and several other factors. For one car this is easily managed but for ten cars this would become an issue. And what if you project this maintenance for a complex real estate portfolio with many buildings that represent an enormous financial value and include many technical assets with many special maintenance requirements? 

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Webinars & videos | 03/26/2015
Webinar - How specialized mobile solutions improve field services execution

A webinar about innovative mobile solutions that connect technicians and engineers with your back office to support them in efficient maintenance work. Planon recently launched Planon Universe for Corporate Real Estate and Facility Managers, an IWMS platform with true role based interaction to support technicians and field engineers, unifying them with all other stakeholders. 

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Benefits and application of time-based maintenance

Planning is the biggest advantage of any preventive maintenance, compared to unplanned and reactive maintenance. Reactive maintenance has many overhead costs that can be avoided during the planning process. The costs of unplanned maintenance include those of lost production, downtimes, higher costs for parts, and time lost in responding.

Market benchmarks indicate that unplanned maintenance typically costs three to five times more than when planned. This is because when maintenance is planned, equipment can be shut down outside production hours to minimize business impacts, and any required parts and staff can be gathered prior to the shutdown to minimize the work execution time. In addition to cost reduction, business continuity is also improved with planned preventive maintenance, as assets break down less often.

Compared to condition monitored maintenance, time-based maintenance does not require a specific monitoring strategy, eliminating the need to interpret the actual condition data and act accordingly. However, as previously stated, maintenance may occur too often or too little with a time-based strategy.

Suitable assets for time-based preventive maintenance include those that have a critical operational function, have preventable failure modes, and that have an increasing likelihood of failure over time.

Benefits and application of condition monitored maintenance

Condition monitored maintenance, also known as predictive maintenance, aims to predict when asset failure might occur and when maintenance is needed. The goal is to prevent failure by performing the required maintenance just-in-time. Ideally, condition monitored maintenance would allow maintenance frequency to be as low as possible, preventing unplanned reactive maintenance and reducing costs associated with premature time-based maintenance.

Condition monitoring can be done using several techniques, but requires that assets can communicate their actual status in real-time with your maintenance management system. Example of statuses are temperature, operating time, energy consumption, production counts, error codes, or anything that indicates malfunction or can call out the need for maintenance. Choosing the correct technique for condition monitoring is important and should be done in consultation with equipment manufacturers and maintenance experts.

Suitable assets for condition monitored maintenance include those that have a business-critical operational function, have failure modes that can predicted with real-time monitoring, and that have a likelihood of failure that is not only dependent on time.

PPM and maintenance management software

Planned preventive maintenance (PPM) is more complex to implement than reactive maintenance because it requires that the maintenance schedules are known upfront and that activities are planned and executed in time. Condition monitored maintenance is even more complex than time-based maintenance as it necessitates a monitoring strategy and real-time connection of associated assets.

In either case, a maintenance management software solution like IWMS, CAFM or CMMS is a necessity. When maintenance is planned and tracked by using paper or Excel, it is impossible to evaluate maintenance scenarios, plan activities and budgets, or manage costs of execution. Maintenance management software helps managers in properly monitor the quality, costs and compliance involved in maintenance. Maintenance staff and field engineers have real-time access to their work orders, documentation and schedules; no work orders are lost, work is better scheduled, executed faster, and done in a safer and more compliant manner.

Compared to Computerized Maintenance Management Software (CMMS), Integrated Workplace Management Systems (IWMS) maintenance management software is an integrated part of a complete suite of real estate and facility management processes. This integration allows organizations to connect preventive maintenance with other processes in sustainability management (energy monitoring, LEED or Breeam assessments), space and workplace management (utilizations, occupancies), services management (outsourcing, maintenance contracting) and real estate management (portfolio analyses, benchmarking).  

Our global success stories

Press Release - Molina Healthcare

PRESS RELEASE | Salvador Gutierrez, Vice President of Facilities: “The Planon team provided invaluable support in getting us up and running on time - and within budget - while working with our unique needs.”

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Press Release - University of Portsmouth

PRESS RELEASE | The University of Portsmouth manages 1.5 million sq ft in Planon.

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Case Study - Open University

Karlo Porter-Price, IT & Information Manager: “The Cloud is indeed a costefficient, well-performing, secure, and futureproof alternative to an in-house installation.”

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